Year-end payroll season hits fast—and it doesn’t give HR teams or small business owners much room for error. Between updated tax numbers, PTO accruals, bonuses, and tight filing deadlines, December is the month where payroll mistakes happen most often.
To help you finish the year strong, here’s a clear, simple guide to the most important year-end payroll tasks—and why so many organizations outsource payroll during this stretch to save hours and avoid costly compliance problems.
Verify Employee Information Before W-2 and 1099 Processing
Incorrect Social Security numbers, names, or addresses can delay filings or trigger corrections. Now is the time to:
- Confirm employee names match Social Security records
- Update home addresses
- Double-check contractor information for 1099 issuance
- Ensure terminated employees are properly classified
A clean employee file now means fewer headaches in January.
Finalize All Year-End Earnings (Including Bonuses & PTO Payouts)
Holiday bonuses, commissions, and PTO payouts need to be processed correctly so they appear on W-2s. Make sure you:
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- Record all taxable fringe benefits
- Post year-end bonuses using correct tax withholding
- Reconcile PTO balances if your policy cashes out unused time
- Document any year-end adjustments to employer contributions
Paymaster Pro clients often lean on us to ensure these numbers are calculated correctly the first time.
Review Taxable Fringe Benefits
Common fringe benefits that employers forget to account for include:
- Company cars
- Group-term life insurance
- Moving expenses
- Gift cards
- Personal use of company equipment
If it seems confusing, that’s normal. Many businesses outsource fringe benefit reporting during year-end to stay compliant.
Reconcile Payroll Reports Against Quarterly Filings
Before closing out the year, confirm that:
- Quarterly 941s match your year-to-date payroll totals
- All taxes withheld have been deposited
- Any corrections are handled before W-2s are generated
This step is essential for avoiding downstream errors.
Prepare for January Filing Deadlines
Once January hits, the filing rush begins. W-2s and 1099s must be provided to workers and filed with the IRS by January 31.
Completing the steps above now will make January significantly easier.
Consider Outsourcing Payroll Before the New Year Begins
The end of the year is the most common time businesses switch payroll providers—but it’s also the easiest.
Why? Because:
- All year-to-date data resets
- New compliance requirements begin Jan 1
- It eliminates the need for mid-year adjustments
Paymaster Pro handles transitions for companies of all sizes, making it simple for HR teams and business owners to start the year with confidence.
Finish the Year Strong With Expert Payroll Support
Year-end payroll doesn’t have to be overwhelming. With the right preparation—and the right partner—you can move into January organized, compliant, and stress-free.
If you’d like help simplifying year-end reporting or want to start the year with a more reliable payroll provider, Paymaster Pro is here to support you.